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Administrative Support Specialist

3 months ago

Lake Worth, Florida, United States Palm Beach State College Full time
About this role

We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at Palm Beach State College. As an Administrative Support Specialist, you will provide administrative support to our department, maintaining departmental files, processing purchase requests, and preparing payroll.

Key Responsibilities
  • Provide administrative support to the department, including maintaining departmental files and processing purchase requests.
  • Prepare payroll, process electronic purchase orders, and assist with budget activities.
  • Load information, generate reports, and prepare correspondence.
  • Provide accurate information to students, faculty, staff, and the public.
What a day in the life of an Administrative Support Specialist looks like

As an Administrative Support Specialist, your day will be filled with a variety of tasks, including:

  • Performing administrative and secretarial duties that require broad and comprehensive knowledge of the organization's policies and operations.
  • Scheduling appointments and meetings.
  • Preparing requisitions and electronic purchase orders; submitting to manager for processing.
  • Assisting in the preparation of and may transfer budget items, as needed.
  • Maintaining and controlling records, including database, logs, cost records, and general records.
  • Setting up and organizing files and manuals and distributing as needed.
  • Typing and editing forms, reports, memos, and correspondences.
  • Designing spreadsheets, with multiple function formulas and links.
  • Entering or editing data to existing database files.
  • Loading courses into the system.
  • Inputs and edits standard text for routine correspondence and reports.
  • Responding to inquiries from all levels of employees or external sources regarding a variety of questions.
  • Assisting with the production of presentations with unique and customized formatting patterns.
  • Determining need of office supplies, equipment, and materials. Orders new office supplies and equipment as needed.
  • Performing other job-related duties as assigned.
Requirements

To be successful as an Administrative Support Specialist, you will need:

  • A high school diploma or GED.
  • One year of related experience.
  • Knowledge of Microsoft Office Suite or similar applications.
  • Attention to detail while maintaining effective time and task management.
  • Ability to effectively communicate verbally and in writing on a regular basis with internal and external customers, build relationships, manage customer expectations, and take responsibility for a high level of service.
  • Interact in a positive manner with diverse populations and varying education levels of students, faculty, staff, and the public.
Work Environment and Physical Demand

This role requires:

  • Regular physical attendance.
  • Reach and grasp objects.
  • Stoop, bend, kneel, crouch, or crawl.
  • Use of video display terminal.
  • Use of manual dexterity and fine motor skills.
  • Communicate information orally and in writing.
  • Receive and understand information through oral and written communication.
  • Proofread and check documents for accuracy.
  • Work a fluctuating work schedule.